Document templates
🟥 How document templates work
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Document templates in Leadtime
The document templates area in Leadtime makes it possible to standardize central documents for the entire work area and at the same time dynamically adapt them to the respective project or customer. It can be found in the Your company area under the Document templates menu item.
You can find out how to use document templates in your projects here
What are document templates?
Document templates are templates that can be used to automatically generate project-related documents. Static text is combined with dynamic placeholders, so-called variables, which are automatically filled with the correct data when the document is created. This allows an individual and professional approach in contracts, quotations or other documents - without manual reworking.
Overview of templates
When you call up the area, you will see a tabular overview of all templates. The table contains the following columns:
- Name: Title of the template
- Description: Brief information on the content or purpose of the template
- Language: German or English
- Type: Currently available: Project document
- Created on: Date of creation
- Updated on: Date of last change
There are also two icons:
- ✏️ to edit a template
- 🗑️ to delete a template
Create template
Click on "+ Create template" to open a dialog with three columns:
1. left column: Metadata
Here you define the general properties of the template:
- Name: Title of the template
- Description: (optional) Explanation of the purpose
- Language: Dropdown (e.g. German or English)
- Type: Currently only project document available
2nd middle column: Document content
This is where the actual editor for the document text is located. You can enter
- enter static text
- format text via
/Menuor the context menu (headings, lists, tables, etc.)
- Insert variables to make text dynamic (e.g.
#organization.companyName)
- Defineconditional sections that only appear when certain conditions are met
Example of a condition:
Only if the variable #custom.testperiod is greater than 0, a hint text appears:
These conditions are inserted directly in the editor via the "Condition" menu item.
3. right column: Variables
You will find two types of variables in the right-hand column:
General variables
These are available system-wide and can be inserted with a click. There are variables from the following areas:
- Workspace information (e.g.
#workspace.vat,#workspace.hourRate)
- Company details
- Organization details (i.e. the client company)
- Project details
- User details (current user)
- Recipient details (e.g.
#customer.firstname)
- Macros (e.g.
#dearCustomer, which automatically takes the customer's gender into account)
User-defined variables
You can create these individually for each template, e.g. #custom.contract term or #custom.test period. They appear in the right-hand column below the general variables and can be defined with their own name and value.
This means you don't have to manually search for the right place in the contract - you simply change the variable value and the text adjusts automatically.
Available general variables
Add variables to your document by first selecting the data object in the dropdown in the right-hand column. The variables associated with the object appear in the selection field. Click on the corresponding variable to insert it into the document.
Insert variables with #-shortcut
You can also call up a context menu with the available variables directly in the text editor using the hash key.
Workspace information
Variables that are linked to this areaare called up here.
#workspace.vat | The sales tax rate applicable to the workspace |
#workspace.hourRate | The standard hourly rate applicable to the workspace |
#workspace.invoiceDaysTillOverdue | The default value for the workspace when invoices should be considered overdue |
#workspace.standardReminderFee | The default reminder fees for the workspace |
#workspace.baseInterestRate | Base interest rate for overdue invoices |
#workspace.InterestRate | Total interest rate for overdue invoices |
Company details
Variables linked to this area are called up here.
#company.companyName | The name of your company |
#company.legalForm | The legal form of your company |
#company.country | The country of your company |
#company.zip | The postal code of your company |
#company.city | The city of your company |
#company.street | The street of your company |
#company.houseNumber | The house number of your company |
#company.phone | The phone number of your company |
#company.email | The email of your company |
#company.website | The website of your company |
#company.fax | The fax number of your company |
Organization details
Variables that are linked to this area are called up here.
#organization.companyName | The name of the target organization |
#organization.shortName | The short name of the target organization |
#organization.legalForm | The legal form of the target organization |
#organization.description | The description of the target organization |
#organization.country | The country of the target organization |
#organization.zip | The postal code of the target organization |
#organization.city | The city of the target organization |
#organization.street | The street of the target organization |
#organization.houseNumber | The house number of the target organization |
#organization.phone | The phone number of the target organization |
#organization.email | The email address of the target organization |
#organization.website | The website of the target organization |
#organization.fax | The fax number of the target organization |
#organization.taxNumber | The tax number of the target organization |
#organization.registrationNumber | The commercial register number of the target organization |
#organization.registrationCourt | The registration court of the target organization |
#organization.hourRate | The hourly rate applicable to the target organization |
#organization.invoiceDaysTillOverdue | The payment term applicable to the target organization |
#organization.standardReminderFee | The reminder fee applicable to the target organization |
#organization.baseInterestRate | The base interest rate applicable to the target organization |
#organization.interestRate | The interest rate applicable to the target organization |
Project details
Variables associated with this area are called up here.
#project.name | The name of the project in which the template is used |
#project.category | The project category of the project in which the template is used |
#project.status | The project status of the project in which the template is used |
#project.defaultAccountable | The default person responsible for the project in which the template is used |
#project.country | The country in which the project takes place |
#project.projectid | The project ID of the project in which the template is used |
#project.activeVersionId | The ID of the current project version of the project in which the template is used |
#project.activeVersionName | The name of the current version of the project in which the template is used |
Current user details
Variables associated with this area are called up here.
#currentUser.title | The title of the current user |
#currentUser.degree | The academic degree of the current user |
#currentUser.email | The email of the current user |
#currentUser.firstName | The first name of the current user |
#currentUser.lastName | The last name of the current user |
#currentUser.country | The country of the current user |
#currentUser.zip | The postal code of the current user |
#currentUser.city | The city of the current user |
#currentUser.street | The street of the current user |
#currentUser.houseNr | The house number of the current user |
#currentUser.birthday | The birthday of the current user |
#currentUser.phone | The phone number of the current user |
Recipient
This is the selected user of the organization to whom the document is addressed.
#recipient.firstName | First name of the recipient |
#recipient.lastName | Last name of the recipient |
#recipient.position | Position in the recipient's company |
#recipient.gender | Gender of the recipient |
#recipient.title | Title of the recipient |
#recipient.degree | Academic degree of the recipient |
#recipient.birthdate | Birthday of the recipient |
#recipient.activeVersionName | Active version of the recipient's project |
#recipient.country | Country of the recipient |
#recipient.zip | Postal code of the recipient |
#recipient.city | City of the recipient |
#recipient.street | Street of the recipient |
#recipient.houseNumber | House number of the recipient |
#recipient.phone | Phone number of the recipient |
#recipient.email | Email of the recipient |
#recipient.socialNetwork | LinkedIn of the recipient |
Macros
Auxiliary variables
#macros.todaysDate | Inserts the current date |
#macros.dearCustomer | Inserts a gender-specific greeting formula: "Dear Mr. Maier" OR "Dear Ms. Maier". |
Conditions in document templates
A particularly powerful feature of the document templates in Leadtime is the use of conditions. This allows you to control which text sections should only appear in a final document under certain conditions. This means that the same template can be used for different scenarios - without the user having to make manual adjustments.
What are conditions?
Conditions are rules that access variables within the document. The associated text block is only displayed when the document is created if these conditions are met. Otherwise, it remains invisible in the final document.
This is particularly useful if:
- certain contract contents should only apply for certain contract terms,
- test conditions are optional,
- certain clauses are only relevant for certain languages, customer types or licenses,
- individual provisions have been made for individual projects.
Example
Suppose you want to display a note text in a contract document only if a test period has been agreed.
To do this, you can use a user-defined variable #custom.testperiod in the template, which is set to the value 14 (for 14 days), for example. You can then insert the following conditional section in your document:
If the test period is set to 0 for a customer (i.e. no test period has been agreed), this text will not appear in the final document.
Insert condition
To insert a condition into the document, proceed as follows:
- Open the editor of the document template.
- Place the cursor where you want to insert the condition.
- Open the menu with / or via the context menu.
- Select the "Condition" block .
- Define the following points in the dialog:
- Which variable is checked?
- Which operator is used? (e.g. "is equal to", "is greater than", "contains", etc.)
- What value is being compared against?
- Then enter the text block that should be displayed if the condition is fulfilled.
Available condition types
Depending on the variable type (text, number, selection), different operators are available to you:
- is the same (e.g. for language = "English")
- contains (e.g. for checkbox selection)
- is greater than / less than (e.g. for durations or quantities)
- is not empty (e.g. if a value has been entered)
Several conditions can be linked with AND and OR.
Automatic numbering from section headlines
The document template system in Leadtime supports automatic numbering of headings. This function ensures that headings are numbered correctly and consistently in the final document without the user having to maintain the numbering manually.
Why is this important?
Because Leadtime also works with conditional sections - i.e. text modules that only appear when certain conditions are met - manual numbering of headings would be prone to errors. For example, if a condition changes the order or number of chapters, manually maintained numbering could become inconsistent or even misleading.
Automatic numbering ensures that the logical structure of the document is always correctly mapped - even if sections are shown or hidden due to conditions.
How it works
When editing a document template, the user can select the desired numbering logic under the Heading Style menu item. The following options are available:
- Headings without numbering
The selected heading levels (H1, H2, H3...) are displayed purely visually, without automatic numbering.
- Sequential numbering from the first level
1. heading 11.1 Heading 21.1.1. heading 3Ideal for structured documents with numbered chapters and sub-chapters.
Each heading is automatically assigned a sequential number:
- Sequential numbering from second level
Heading 11.1 Heading 21.1.1. heading 3Useful if, for example, you want a cover page or an introduction without numbering.
The first heading level (H1) remains unnumbered, automatic numbering starts from H2:
- Sequential numbering with § prefix from second level onwards
§ 1. heading 2§ 1.1. heading 3Particularly suitable for legal documents or general terms and conditions.
As above, but with a paragraph mark as a prefix:
This function ensures that a correct structure and orientation is maintained for the reader, even in complex, dynamically generated documents.
Conclusion
The document templates in Leadtime enable precise, uniform and automated creation of project-related documents - with a high degree of personalization. They not only save time and avoid errors, but also help you to present a professional image and maintain clear, consistent communication with customers.
Find out how to use document templates in your projects here